HomeMy WebLinkAboutTrans 2007-09-10 COMPLETE AGENDA PACKET r
City of Tukwila Distribution:
V'1 V. Griffin J. Morrow K. Fuhrer
D. Robertson F. Iriarte S. Kerslake
ti
Transportation Committee K. Matej B. Giberson J. Pace
t Mayor Mullet G. Labanara C. Parrish
t O R. Berry B. Shelton B. Arthur
kp 2 Pam Carter, Chair D. Speck R. Tischmak M. Miotke
)k' City Clerk C. Knighton
1908 Joe Duffle C. o' Flaherty P. Brodin File Copy
Pam Linder S. Norris S. Anderson 3 Extra Copies
Jon Harrison Single side to Dana
N. Olivas e-mail to B.Sax
AGENDA
MONDAY, SEPTEMBER 10, 2007; 5:00 PM
Conference Room #1
I. Current Agenda Review
II. Presentation(s)
III. Business Agenda
A. Photo Enforcement System A. Information only. Pg. 1
B. 2007 Overlay Repair Program B. Forward to Regular Pg. 9
Contract Closeout Consent Agenda.
IV. Old Business
Next Scheduled Meeting: Monday, September 24, 2007
The City of Tukwila strives to accommodate individuals with disabilities
Please contact the Public Works Department at 206 -433 -0179 for assistance.
TO: Mayor Mullet
FROM: Public Works Director)
DATE: September 5, 2007
SUBJECT: Photo Enforcement System
ISSUE
Discuss a "draft" Request For Proposals" (RFP) that would be published to solicit proposals from
vendors to implement one or more photo enforcement systems within Tukwila.
BACKGROUND
INFORMATION MEMO
Photo enforcement systems are being installed and operated throughout the nation and new ones are
continually being implemented in agencies within the northwest. A photo enforcement system is
simply a system of cameras that capture a traffic violation when certain detectors are triggered. The
objective of implementing this type of system is to improve traffic safety by monitoring locations with
the potential for accidents related to driving infractions and issuing citations when violations are
captured. It has been demonstrated that when the public is aware that their driving actions are being
monitored, many drivers change their bad habits to avoid receiving a citation.
This project was first presented to Transportation Committee in November 2006. It was decided at that
time to have staff draft an RFP and return to Transportation Committee for further discussion before
publishing the advertisement.
ANALYSIS
In order for the City to work toward implementing a photo enforcement system, several official steps
must be taken. The City must enact an ordinance allowing their use. For the Council to act on this
issue, the appropriate information should be gathered and presented for consideration. Proposals
should be requested from qualified and interested companies that explain such things as the type of
system they are proposing, how it operates, associated costs, reliability, and any other information that
would be useful to select a vendor. A "draft" RFP is attached for discussion.
RECOMMENDATION
Discuss the "draft" RFP, implement changes approved by the committee, and authorize staff to publish
the advertisement requesting proposals.
attachments: Draft Request For Proposals
P \PROJECTS\A- RW RS Projects\Red Light Running \TCmemo ?.do.
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REQUESTS FOR PROPOSALS
PHOTO ENFORCEMENT SYSTEM
Proposal Due Date Time
(Month) (Day), 2007
(Time) p.m. (Pac. Time)
SUBMIT PROPOSALS TO
City of Tukwila
Attn: City Clerk Proposal for Photo Enforcement
6200 Southcenter Boulevard
Tukwila, WA 98188
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Proposal Purpose
The City of Tukwila is a city at the crossroads of two freeways (1 -5 1 -405) and is a regional
commercial shopping destination. The City is currently requesting proposals for a Photo Enforcement
system. This will be a competitive negotiation process. The City reserves the right to reject all bids
and issue another Request for Proposal (RFP). This RFP does not commit the City of Tukwila to
reimburse vendors for proposal submission costs. Price is an important consideration in the process,
but not the only consideration. Other factors include track record of successes at other municipalities,
identification and understanding of the City's requirements as embodied in the following list of
questions, and experience and qualifications of key personnel.
Backaround
The City recently implemented phase I of an intelligent transportation system and continues to look to
technology for increased public safety. With the recent adoption of Washington State ESSB 5060,
local governments are authorized to use automated traffic enforcement systems effective July 1, 2005
per the following summary.
Summary of Bill: Local governments may use "automated traffic safety cameras" (cameras)
subject to the following conditions: (1) an ordinance must first be enacted by the local
legislative authority allowing their use to detect only stoplight, railroad crossing, or school
speed zone violations and setting forth public notice and signage provisions; (2) use of the
cameras is restricted to two- arterial intersections, railroad crossings, and school speed zones
only; (3) pictures may only be taken of vehicles and vehicle license plates and only while an
infraction is occurring, and must not reveal driver or passenger faces; (4) all locations where a
camera is used must be clearly marked by signs indicating the presence of a camera zone; (5)
infraction notices must be mailed to the registered owner of the vehicle within 14 days of the
infraction, and may be responded to by mail; and (6) infractions detected through the use of
cameras are not part of the registered owner's driving record. The registered owner of a vehicle
is responsible for an infraction detected by an automated traffic safety camera unless the owner
states under oath that the vehicle involved was, at the time, stolen or in the care, custody, or
control of another person. Infractions detected through the use of cameras must be processed in
the same manner as parking infractions.
City of Tukwila Photo Enforcement RFP
BACKGROUND INFORMATION
Page 2 of 6
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Requirements
SUBMISSION OF PROPOSAL
The original proposal and six (6) copies must be submitted to the City Clerk in a sealed envelope by
(Time) p.m. (Pac. Time) on (Month) (Day), 2007 and clearly marked: Proposal for Photo
Enforcement. Proposals should be delivered to:
City Clerk
City of Tukwila
6200 Southcenter Boulevard
Tukwila, WA 98188
No proposals will be considered which are received after the deadline, and any proposals so received
after the scheduled closing time shall be returned to the vendor unopened. Proposals may be sent by
mail or turned in personally; however, if sent by mail, the responsibility for delivering a proposal to the
City before the deadline is wholly upon the vendor.
A vendor may not withdraw its proposal after it is formally opened by a representative from the City of
Tukwila.
Vendor shall include in its proposal all applicable local, city, state and federal taxes. It is the vendor's
obligation to state on their proposal sheet the correct percentage and total applicable federal, state,
city and local taxes.
Costs
Those submitting proposals do so entirely at their expense. There is no expressed or implied
obligation by the City of Tukwila to reimburse any individual or firm for any costs incurred in preparing
or submitting proposals, providing additional information when requested by the City of Tukwila, or for
participating in any selection interviews.
Inquiries
Vendors with questions about the proposal may contact Robin Tischmak at (206) 431 -2455 or by
email at rtischmak @ci.tukwila.wa.us. This City of Tukwila contact will also receive written requests for
clarification and /or interpretation for this Request for Proposal up to seven (7) business days prior to
the due date.
Proposal Schedule
Publish RFP
Proposal Due Date
Announce Finalists
Conduct Vendor Interviews
Conduct customer site visits (optional)
Select vendor
Estimate to begin live operations
City of Tukwila Photo Enforcement RFP
Page 3 of 6
(Month) (Day), 2007
(Month) (Day), 2007
(Month) (Day), 2007
(Month) (Day), 2007
(Month) (Day), 2007
(Month) (Day), 2007
Quarter 2007
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Proposal Format
In order to thoroughly analyze the responses to the RFP, vendors are required to prepare their
proposals in accordance with the instructions outlined in this section. Vendors whose proposals
deviate from these instructions may be considered non responsive and may be disqualified at the
discretion of the City of Tukwila.
Vendors must present their products, services and applicable features in a clear and concise manner
that demonstrates the vendors' capabilities to satisfy the requirements of this RFP. Emphasis should
be concentrated on accuracy, clarity, comprehensiveness and ease of identifying pertinent information
and suitability of the product and services. The proposal should be organized into the following major
sections. Instructions relative to each section are defined at the end of this format.
Title Page
Letter of Transmittal
Table of Contents
Vendor Profile
Responses to Proposal Features and Requirements
Client References
Price Quote
Final Ranking and Selection
A Committee will make a recommendation for the award of the contract to the vendor whose proposal
is determined to be the most suitable for the City, considering all the criteria as set forth in this
Request for Proposal.
Presentations
The City retains the right to request vendors who meet the mandatory criteria to present its proposal
to the committee. Each presentation will be evaluated on the clarity, comprehensiveness, and ease of
identifying pertinent information and suitability of the product and services.
Discussions: Best and Final Proposer
The Committee reserves the right to recommend a vendor for contract award based upon the written
proposal, without further discussions. Should the committee determine that further discussions would
be in the best interest of the City, the Committee shall establish procedures and schedules for
conducting discussions and /or presentations and will notify qualified vendors. When in the best
interest of the City, the Committee may permit all qualified vendors, those who meet the mandatory
criteria, to revise their proposals by submitting "best and final" Proposal.
Rejection of Proposal
The City of Tukwila reserves the right to reject any and or all proposals, and waive any informality in
proposals.
Extension of Contract
Contracts resulting from this Request for Proposal shall be subject to extensions by mutual
agreement, per the terms and conditions resulting from this Proposal.
City of Tukwila Photo Enforcement RFP
Page 4 of 6
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Vendor Profile
Please provide a vendor profile that indicates the number of staff, years established, and key
personnel. In addition, please include when the first application of your Photo Enforcement System
was put into production, how many sites are currently using the application, and how many new
installations are in progress.
Features and Reauirements
PROPOSAL REQUIREMENTS
1. The City of Tukwila requires a system that is flexible in design and is initially anticipated to be
installed at two (2) different locations within the City. The State law requires the use of a photo
enforcement system to be restricted to two- arterial intersections. The City will require that over the
course of the first year of operation the equipment be evaluated at approximately 90 day intervals.
Each evaluation will determine whether or not the system is operating in a satisfactory manner as
intended or if any adjustments or changes are warranted.
The arterial intersections chosen for initial installation will be selected by consensus between the
City and the selected vendor.
The system should be able capable of being installed alongside of and in conjunction with
induction loop and video vehicle detection systems.
Please document how the system will accommodate this requirement.
2. Please provide specifications of all equipment required to enable photo enforcement at one
intersection.
3. Does the system use wireless communications? If so, in what capacity?
4. What is the recording method (digital video, analog video, digital still, wet film)?
5. What is the image storage method and does your organization retain the storage or does the
jurisdiction?
6. What are the requirements at the traffic signal /cross walk (cabling, power, induction loops, other)?
7. Does the field system have an option for solar power?
8. Describe how you conduct product testing and explain how it will ensure the system is ready for
production.
9. The City is interested in outsourcing as many processing related tasks as possible. Please detail
your service offerings and costs associated with each of the following:
Initial analysis
Intersection planning, design and installation,
Image and /or film collection and control
Back Office processing including approvals
Note: The system should be capable of enforcing uniform policies and procedures throughout the
City of Tukwila. For web based approval systems, sessions must be secured and encrypted.
Security should cover various levels from user to user classes or groups. Please describe what
security provisions are included in the back office processing module.
City of Tukwila Photo Enforcement RFP
Page 5 of 6
6
Citation creation, mailing
Reporting and record keeping
Include a sample of the following documents:
All standard reports
Screen shots of approval screens
Training manual
Implementation services contract
Bad debt collections
Expert testimony
Public Awareness /Education
10. Based on your experience with other jurisdictions, please provide a cost vs. revenue projection
11. Please explain post implementation support that is provided. Include in your response the
following:
Type of support available (telephone, web based, on- site), hours of operation in Pacific
Time, how calls are prioritized and average response time
Problem reporting and resolution procedures
Client References
Please provide a list of municipalities that use your Photo Enforcement System that are comparable in
size and scope to this request. Please include names and phone numbers of responsible individuals
who can be contacted.
Price Quote
As part of your proposal, please provide staff hourly rates for additional work outside the scope of the
contract should you be selected as the vendor. Please also indicate the length of time over which
your price quote applies.
City of Tukwila Photo Enforcement RFP
Page 6 of 6
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To: Mayor Mullet
From: Public Works Director
Date: September 5, 2007
Subject: 2007 Overlay and Renair Program
Project Completion and Acceptance
ISSUE
Accept contract as complete and authorize release of retainage.
BACKGROUND
The Notice to Proceed for Contract No. 07 -094 with Lakeridge Paving Co. of Maple Valley,
Washington, was issued June 11, 2007 for construction of the 2007 Overlay and Repair
Program. This Project No. 07 -RWO1 provided repairs and overlays on the following
roadway segments:
Site #1 S 158 St, 44 Ave 5, S 156 St, 47 Ave S (the loop east of 42 Ave S)
Site #2 48 Ave S, S 136 St, 48 Place S (triangle) (east of Macadam Rd)
Site #3 34 Place S, S 141 St, 33` Place S (S 140 St to 34 Ave S)
This contract was completed on August 20, 2007. No change orders were issued during
construction. The minor unit price underruns listed below were primarily due to less asphalt
used than originally estimated.
Contract Award A mount
Change Orders
Unit Price Underruns
Sales Tax (N /A Rule 171)
Total Amount Paid (incl. retainage)
RECOMMENDATION
INFORMATION MEMO
attachments: Notice of Completion of Public Works Contract
$406,048.25
0.00
(4,398.10)
0.00
401.650.15
It is recommended that this contract be forwarded to the Tukwila City Council on the consent
agenda for formal acceptance and authorize the release of the retainage, subject to the
standard claim and lien release procedures.
\tuk2 \vo11 pubworks PROJECTS A- RN RS Projects \07RW012007 Overlay\ INFO MEMO Acceptance 2007 Overl ap.doc
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State of Washington
Department of Revenue
46, PO Box 47474
REVENUE Olympia WA 98504 -7474 Contractor's Registration No. (UBI No.) 601 592 135
Date 8/20/07
From:
City of Tukwila
6200 Southcenter Boulevard
Tukwila, WA 98188
2007 Overlay Program
Contractor's Name
Comments:
Sales Tax not paid pursuant to
"Rule 17V.
Finance Approval
REV 31 0020e (6- 27 -01)
NOTICE OF COMPLETION OF PUBLIC WORKS CONTRACT
ame 4ddress. of Public Agenc
Lakeridge Paving Company LLC
Contractor's Address
19606 SE 252 St., P.O.Box 8500, Covington, WA. 98042 8500
Date Work Commenced Date Work Completed
Amount of Sales Tax Paid at 0.0 0.00
(If various rates apply, please send a breakdown.)
TOTAL 401,650.15
6/11/07 8/20/07
Surety or Bonding Company
North American Specialty Insurance Company
Agent's Address
Hentschell Associates, Inc., 621 Pacific Avenue, #400, Tacoma, WA. 98042
Assigned To
Date Assigned
Sub Total Amount Disbursed
Amount Retained
Signature
Type or Print Name Diane Saber
Phone Number 206 -433 -1871
isbursing Officer
epartment O
Notice is hereby given relative to the completion of contract or project described below
Description of Contract Contract Number
07 094
Telephone Number
253 631 8290
Date Work Accepted
Contract Amount 406,048.25
Additions 0.00 Liquidated Damages 0.00
Reductions 4,398.10
381,567.64
20,082.51
TOTAL 401,650.15
The Disbursing Officer must complete and mail THREE copies of this notice to the Department of Revenue,
PO Box 47474, Olympia, WA 98504 -7474, immediately after acceptance of the work done under this contract. NO
PAYMENT SHALL BE MADE FROM RETAINED FUNDS until receipt of Department's certificate, and then only in
accordance with said certificate.
To inquire about the availability of this document in an alternate format for the visually impaired, please call (360) 753 -3217. Teletype
(TTY) users please call (800) 451 -7985. You may also access tax information on our Internet home page at http: /dor.wa.gov.
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